Staff Pages

Employees will log their vacation, short term leave, and compensatory time in Google Sheets located in their individual Google Drive. These sheets will be kept in a folder which will be shared with the employee's supervisor. For those that don't report to the Director of the Library, the folder will also need to be shared with the director. This will allow the employee and supervisor to easily share and access this information.

How to Create the Shared Folder and Sheets

1. Within Google Drive, create a folder called "Vacation, Short Term Leave, and Compensatory Time (Last Name)"
2. Within that folder, create three sub folders called...
   • Vacation Request
   • Short Term Leave
   • Compensatory Time
3. Within each of those three sub folders, create another folder for the current benefit year. For example: 2022/2023
4. Make copies of the following Google Sheet templates and save in their respective nested folder
   • Vacation Request Template, Short Term Leave Template, and Compensatory Time Template
5. Share the "Vacation, Short Term Leave, and Compensatory Time (Last Name)" folder with your direct supervisor and, if needed, the Director of the Library
   • To share the folder click on the name of the folder and then select share from the dropdown menu
   • Enter the appropriate names in the "add people and groups" section and assign them edit access

Note: At the start of each new benefit year steps 3 and 4 will need to be repeated.

Vacation Request Process

Requesting vacation time

1. Within an employee's "Vacation, Short Term Leave, and Compensatory Time" Google Drive folder, they will log requested vacation time in their "Vacation Request" Google Sheet and enter their name and date at the bottom of the form
   • This will be a running list of vacation requests for the calendar year. This means that each subsequent requests will be added to the existing sheet, as opposed to the creation of a new one.
2. The employee will inform their supervisor that a new vacation request has been submitted
3. If the supervisor approves the request, they will enter their name and the date in the employee's "Vacation Request" Google Sheet and save a PDF copy of the form in the employees "Vacation Request" folder. The PDF serves to keep a record of each vacation approval.
   • If the supervisor does not approve the request, or a revision is needed, the supervisor will follow up with the employee and have them update the form accordingly.
4. The supervisor will also save a PDF copy for their own records, which they can store in their own personal Google Drive or H Drive, whichever they prefer
5. The supervisor will inform the employee that their vacation request has been approved

Canceling vacation time

1. To cancel a previously approved vacation day, the employee needs to inform their supervisor by email. No approval is needed to cancel vacation time.
2. Within their "Vacation Request" Google Sheet, the employee will enter a 0 in the "number of days" column and use the strikethrough text format to cross out the start date and return date. This will indicate that date is no longer being requested as a vacation day. This is done, as opposed to deleting the entry, to serve as historical record that, at one point, that date was requested and approved as a vacation day but has since been canceled.
3. Since approval if not needed, there is also no need for the employee and supervisor to "sign" an updated copy and generate a PDF

Short Term Leave

In addition to employees informing their supervisor about any illnesses, doctors appointments, etc. that fall under short term leave, they also need to log that time in their "Short Term Leave" Google Sheet, located within their "Vacation, Short Term Leave, and Compensatory Time" Google Drive folder.

The employee does NOT need to send an updated version to their supervisor each time a new entry is made. The supervisor / Director of the Library can access this information from the employees folder as needed.

NOTE - When the college goes live with Workday short term leave (sick time) will be logged and tracked through that system for library staff. Librarians will continue to track through the short term leave form.

Compensatory Time

Employees log any accumulation / use of compensatory time in the "Compensatory Time" Google Sheet, located within their "Vacation, Short Term Leave, and Compensatory Time" Google Drive folder.

Just like with vacation time, the employee needs to check with their supervisor prior to using compensatory time. However, approval does not need to be documented within the form and a PDF does not need to be generated.

Snow Day (Full Day)

If the college closes campus due to weather employees should not report to work. They are also not expected to work from home.

Delayed Opening / Early Closure

In the event of a delayed opening or early closure employees are not expected to work from home during the period in which the college is closed.

Inclement Weather

There can be circumstances during inclement weather where the college decides to remain open but provides the option to managers and employees to make alternate working arrangements for the day. In these circumstances, since the college remains open, employees are still expected to work, either from on campus or remotely. Since the library will need to continue to offer services there should be at least one employee present in the building from technical services / administration, access services, and a librarian. The remainder of the employees have the option to work remotely, provided they have the necessary equipment and can still fulfill their essential functions.

Those three department / service areas should coordinate morning of to determine who will report to work and who will work remotely. Once that is determined each department / service area will send out an email to whole library staff outlining which employee(s) from their area will report to campus and which employee(s) will work remotely.

Even during times when the college may not provide the option to work remotely, if driving conditions are very poor in the area where a particular employee lives and they don't feel it is safe to drive to campus the employee's manager can make the determination to allow that employee to work remotely. Safety is the top priority.